Brand New User

[Guest]

I've never used Access before. I'm decent with Excel and I've used other
databases in a limited way. What i need to know is: I have a spreadsheet
where we try to keep track of some of our expenses. I need to keep track of
which purchases have already been entered and which haven't. The report
shows totals for a given category, ie parts, supplies, etc. If I receive 3
receipts today with say, 3 cans of hair spray and 4 wheels on one, two cans
of hair spray and 4 combs on another, and so on. We enter only the dollar
amount for each category. But in the hectic business i'm in, if i'm drawn
away from what i'm doing and come back to it, i need a way to know which
receipts have already been entered and which haven't. I need a way to enter
the items, say 4 can's of hair spray at $1.00 and 1 wheel at $5.00 and have
the totals on the report show only the category totals Supplies $4.00 and
Parts $5.00. If I can enter each item like this and see the totals in the
report, I can go back and see what has been entered and what hasn't.

But that's not all. I need to tie each item to a certain purchase order #.
So, the 4 can's of hair spray for $1.00 would be something like, 4 cans of
hair spray would be the item, i would have to tell the computer the category
is Supplies, and tell it the purchase order is #045404, and be able to run
reports based on these. So if i needed to see what was entered from purchase
order # such and such, i can. Or from mischellaneous receipts, etc.

Is Access the right program to use for something like this? And this is
really complicated (at least for me), can anyone tell me where i can learn
how to use Access and accomplish my goals here?

Thanks!

 

[PC Datasheet]

Access is certainly the right tool for what you want! The learning curve
however is rather steep. If you need the database you describe up and
running soon, contact me at my email address below.

 

[tina]

Access is an excellent tool for the data collection/reporting you describe.
and the data you're wanting to track sounds pretty simple. but take note:
an Access table may look similar to an Excel spreadsheet, but the two are
very, very different. if you really want to do this, you'll need to invest a
good chunk of time in learning to use the Access software, and in learning
how to design a relational database - those are *not* the same thing.

the most important thing is to learn how to design normalized tables and
relationships - that is the foundation that the rest of the database is
built on. do a poor job there, and the whole database will be shaky, and
perform poorly. one book i can recommend is Database Design for Mere Mortals
by Michael Hernandez; you can also google for "table normalization" - there
are lots of websites out there.

once you've learned the rules of table/relationship design, one excellent
book to teach you the basics of building a fully functional database in
Access is Microsoft Access <version> Bible by Prague and Irwin. and there
are others - check out the Computers section of any good-size bookstore.

www.mvps.org is an great website that you should bookmark. three of its'
webpages are especially good for beginners:
http://www.mvps.org/access/tencommandments.htm
http://www.mvps.org/access/lookupfields.htm
http://www.mvps.org/access/general/gen0012.htm

and finally, these Access newsgroups are a great resource, with a lot of
excellent developers volunteering their time and expertise to help you when
you get stuck.

Access has enormous potential for making your life easier when it comes to
data collection and management, and it can be lots of fun! the time you
invest up front will be more than repaid by the time you save in using the
finished database - and you'll begin to see more and more areas in your
business where you can use Access to streamline and simplify your processes.
good luck, and enjoy!

hth

 

[Guest]

Thank you. I sent you an email from my work address.


Dan

 

[Guest]

Thank you very much. I will research the options you have given me.

Thank you again.


Dan